Purchasing & Accounts Payable Specialist - School District

Smithfield Public Schools; Smithfield (RI); On-site; USD 55,000 - 65,000; Full time

Job summary

Smithfield Public Schools seeks a proactive Business Office Specialist—Purchasing & Accounts Payable to manage district purchasing, payables, and related operations. You will handle requisitions, verify bills, and maintain accurate records, ensuring compliance with policies and state laws.

Strong communication with vendors and staff is essential. The role requires attention to detail, confidentiality, and the ability to work independently in a busy school district environment.

Qualifications

• Associates Degree in accounting preferred but not required.
• Experience with iVisions or other computerized financial software preferred.
• Knowledge and experience with centralized purchasing and with the Unified Chart of Accounts (UCOA) preferred.
• Ability to prepare financial reports accurately in a timely manner.
• Experience with Word, Excel, Google Docs, Google Sheets.

Responsibilities

• Reviews appropriate sources and suppliers; ensures that all purchases are made in accordance with district policies, Town ordinance, the RI DOE requirements and applicable state laws, are fair and competitive and are made at the lowest cost consistent with quality and delivery requirements.
• Assist departments in the creation of purchasing requisitions. Provide guidance and training on purchase requisitions, procedures and systems.
• Review incoming requisitions for accuracy, completeness, and conformance with the federal & state law and uniform chart of accounts.
• Consult vendors/catalogs/internet to obtain competitive pricing and discounts.
• Print all purchase orders and place orders with vendors.
• Verify bills, match up with purchase orders and submit for payment
• Perform various technical and specific duties relative to day-to-day operations including problem resolution with vendors and preparing reports.
• Maintain open purchase order report & files.
• Maintain petty cash.
• Responsible for all surplus property, its disposition, and recordkeeping.
• Order fuel, gas and propane & track expenses.
• Responsible for processing all district applications for the National School Lunch Program including the verification process for all applications.
• Regularly interacts with Rhode Island Department of Education (RIDE) regarding the National School Lunch Program and attends any training as required by RIDE.
• Maintain accurate financial records and monitor and manage account balances. Track savings/overages on purchase orders and notify the Director of Financial Operations.
• Check in & distribute administration orders and elementary orders during summer.
• Research past expenditures as requested.
• Back up support to other Business Office Staff as necessary.
• Other duties as assigned by the Director of Financial Operations or Superintendent of Schools.

Skills

Financial software

Vendor communication

Record keeping

Multi-tasking

Independent work

Financial reporting

Excel

Google Docs/Sheets

Education

Associates Degree in accounting

Tools

iVisions

Word

Google Docs

Google Sheets

Excel

Job description

Smithfield Public Schools seeks a proactive Business Office Specialist—Purchasing & Accounts Payable to manage district purchasing, payables, and related operations. You will handle requisitions, verify bills, and maintain accurate records, ensuring compliance with policies and state laws.

Strong communication with vendors and staff is essential. The role requires attention to detail, confidentiality, and the ability to work independently in a busy school district environment.